Annual Personnel Related Staff Meeting
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Annual Personnel Related Staff Meeting Human Resource Management (HRM) July 28, August 4 and 5, 2016 1
Transcript of Annual Personnel Related Staff Meeting
Annual Personnel Related Staff Meeting
Human Resource Management (HRM)July 28, August 4 and 5, 2016
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Agenda
• Introductions • Benefits Updates• Learning & Development Updates • ADA Resource Center for Equity & Accessibility Updates• IOA Updates• Employment Updates• Employee Relations & Performance Management
Updates• HR/Pay Updates • Questions/Wrap-up
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Introductions – New HRM Staff
Emma TeagueBenefits Specialist
Brittany Sanchez Appointment [email protected]
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Catherine JohnsonDirector, ADA Resource Center for Equity and Accessibility [email protected]
Mitchell PruettAdministrative Assistant
Laurie HarrisonLearning & Development [email protected]
Daniel Jin Principal Analyst
Introductions – New HRM Staff
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Rachel DaPronAdministrative [email protected]
Joshua JonesInterim Director-IOA
Julie VivasTitle IX [email protected]
Jennifer Ananda Investigator-IOA
Benefits Update -Madi Vannaman
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• Affordable Care Act – Marketplace Notification Letters
• KPERS Working After Retirement (WAR)
Affordable Care Act Marketplace Notification Letters -
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• In June 2016, Health and Human Services began issuing notifications to employers about employees enrolled in Marketplace coverage under the ACA
• The notifications are sent to whomever the employee indicates is the employer (which could be a department)
• If your unit receives a notification, send it to Emily Hensley, the ACA Specialist in Benefits/HRM, as the letters are time-sensitive and the employee’s work history requires review
• Emily will determine whether an appeal to the Marketplace is required
• Contact Emily with questions: [email protected]; 785/864-7420 or Room 150 Carruth-O’Leary.
KPERS Working After Retirement
(WAR) RulesHuman Resource Management (HRM)
2016
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General Provisions
• 2015 legislation created new Working After Retirement (WAR) rules that became effective 7/3/2016
• WAR provisions apply to ALL KPERS retirees who are rehired into ANY position (benefits-eligible, non-benefits-eligible, salaried or hourly student positions).
• Upon hire, the Benefits Office will input information into the KPERS database for all employees who are age 50 or older to determine if that employee is a KPERS retiree.
• If the employee is a KPERS retiree, an earnings limit and employer fringe amounts will be imposed.
• In June, HR notified current, active employees covered by the WAR rules and their supervisors.
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“Great Grandfather and Grandfather” Status
• KPERS retirees who have great grandfather or grandfather status will retain pre-WAR provisions. Those with such status have been identified and notified.
• If a great grandfathered or grandfathered employee experiences a “break in service” that status will be lost.
• KPERS definition of “break in service” - Any time wages are not earned for 30 days or longer
• If there are two consecutive pay periods without pay, that will constitute a 30 day break • This would impact any grandfathered/great grandfathered KPERS retirees who are 9 month faculty or less than 12 month staff who do not have summer appointments
- When there is a change in job (when an employee terminates employment in one position and accepts employment in a separate position)
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• KPERS retirees hired on/after 5/1/2015 (and any great or grandfathered employee who experiences a break in service) are subject to new earnings limits and special KPERS employer fringe effective 7/3/2016
– FY 17: $25,000 earnings limit & special KPERS employer fringe (10.81%)– The special employer fringe dollars are NOT applied to the KPERS retiree
account. And, the KPERS retiree does not make contributions to KPERS.– The special employer fringe will be in addition to any other retirement
fringe paid for the employee. If the KPERS retiree is in the KBOR Mandatory Retirement Plan, the 8.5% employer fringe for the KBOR plan will be paid in addition to the special KPERS employer fringe.
– For those newly subject to the earnings limit, the limit will apply to earnings from July 3rd to December 31st and for subsequent CYs the limitation will apply to earnings from 1/1 – 12/31.
– Once the earnings limit is met, the employee must decide to either i) keep working (and suspend the KPERS retirement benefit until January of the following year) or ii) stop working and continue receiving the KPERS retirement benefit.
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Return to Work
• No “prearrangement” to return to work– All KPERS retirees required to certify on the KPERS retirement application
that there is no prearrangement to come back to work.
– KPERS definition: “A prearrangement is a situation where the employer & employee reasonably anticipated further services would be performed after the employee’s retirement.”
– KPERS definition: “A prearrangement is one that occurs anytime before the employee’s retirement date or during the retiree’s 60 day waiting period following the retirement date.” For KPERS, the retirement date is always the first day of the month following last day of work.
– KPERS has stated this means a KPERS retiree cannot apply for positions until after the 60 day waiting period is over.
– Any time a KPERS retiree is rehired, Ola Faucher/HRM must certify that no “prearrangement” has occurred (the certification is not required for KP&F retirees).
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• No “prearrangement” to return to work – continued
– If, based on the facts and circumstances, KPERS determines that prearrangement has occurred, penalties will apply
• The retiree will have his/her benefit suspended, with repayment of KPERS benefits required, and KPERS benefits will restart six months after employment ends.
• The agency will be required to pay all costs associated with any legal proceedings (if KPERS’ qualified status with the IRS is challenged).
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KP&F Retirees (Public Safety, KLETC, Ks Fire & Rescue)
• KP&F retirees who are rehired– The WAR provisions only apply to KPERS retirees.
– KP&F retirees are subject to the “no prearrangement rule” and are required to certify on the KP&F retirement application there is no arrangement to come back to work.
– KP&F retirees are subject to a 30 day waiting period following the KP&F retirement date before they can return to work for a KPERS employer.
– KP&F retirees who are rehired are not subject to the earnings limit, do not have a special KPERS employer fringe assessed and no employer certification is required.
– Special provisions apply to KLETC
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Third Party Employment – includes temp agencies, consultants and contractors- If any are KPERS retirees, they will be subject to earnings limit and
the special KPERS employer fringe (FY 17, 10.81%)
- How will these individuals be identified? Department, SSC, HRM, Comptrollers Office (or any combination)
- Benefits will need the employee’s pay information to enter in the KPERS portal so the earnings limit can be monitored
- KPERS will calculate the employer fringe which will be paid to KPERS via interfund voucher
- HRM is required to submit a Certification Form that no “prearrangement” has occurred. If “prearrangement” is found, the information on slide 13 would apply (suspended benefit, agency paying associated legal costs).
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Resulting Recruitment Changes
• Applicants are now required to answer questions about their KPERS participation during the application process within 2xB.
• If a person self identifies as a KPERS retiree, HRM will notify the Search Committee Chair, SSC and Provost Office (for non-lecturer faculty) that a KPERS retiree is in the search pool.
• Search Committee or person offering job will be instructed to contact HRM before making verbal job offer. HRM will consult Provost Office on faculty offers.
• HRM will determine if selected candidate is covered by WAR provisions.
• If covered, HRM informs search committee chair, department chair or dean of potential fringe costs &/or earnings limit.
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Resulting Recruitment Changes, cont’d.
• HRM ascertains if the hire was prearranged and if so, may revoke/rescind the offer of employment or not approve the verbal offer.
• If unit wishes to proceed & not there is no prearrangement, HR informs candidate of applicable earnings limit.
• If unit does not wish to proceed, offer is not made or is rescinded if necessary.
• If WAR covered not identified in recruitment, HR discusses employment revocation or fringe payment with unit. HR will consult with the Provost Office on faculty offers.
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Questions?
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Learning & Development Update -Kathleen Ames-Stratton
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• Staff Fellows – 2016-2017
In partnership with the Office of Diversity and Equity and Human Resource Management, the 2016-2017 Staff Fellows project will focus on shaping a diversity education program for University of Kansas staff that will assist campus in advancing its efforts to be a welcoming, inclusive environment for research, teaching and learning.
• Application process opens August 1, 2016
ADA Resource Center for Equity & Accessibility
Director: Catherine Johnson
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• Workplace Accommodation Procedures
• Accessible KU
• Lunchtime Conversations on Equity and Inclusion
• Outreach/Trainings
IOA Updates – Josh Jones
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Institutional Opportunity and Access(but what does that mean?)
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The University of Kansas Non Discrimination Policy
Prohibited types of discrimination:
Sexual orientation SexMarital status National OriginParental status AgeGender identity AncestryGender expression DisabilityRetaliation Veteran StatusRace Genetic InformationColor EthnicityReligion
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Mandatory ReportingAll KU Employees must report discrimination; unless:
They are a counselor/therapist acting in the capacity of counselor/therapist
Doctor/healthcare professional acting in that capacity
Clergy acting in the capacity of clergy
The Care Coordinator is a confidential reporter
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Obligations of All Faculty and Staff:Even if you are a confidential reporter you must:
• Advise student of resources available (counseling, medical, academic support and CARE Coordinator) that can assist them.
• Advise them of right to file with IOA and/or law enforcement when applicable.
• Assist them in filing complaints with IOA and law enforcement.
• Advise students that retaliation is strictly prohibited.
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IOA Case Load 2012
(May to December)77 complaints
2013 (Full calendar year)
85 complaints
2014 (Full Calendar Year)
168 complaints
2015(Full Calendar Year)
259 reports115 opened as investigations
2016(Jan – July)170 reports
Employment Updates –
• Launch of Onboarding and Talent Suite – July 2016
–Applies To:• All Faculty, Staff and Students hired within BrassRing (does not include 3G
appointments at this time)• New Hires, Rehires, Concurrent Hires, Promotions and Transfers
–Features:• Integrates Recruitment System with the Onboarding Platform• Streamlines Business Process Activities for SSC’s and HRM• Improves Communications to Campus Organizations regarding new employees• Provides New Employees the Ability to Complete Most Onboarding Activities Online
via desktop or hand held device.• Generates specific communications to employees at key points during onboarding.
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Employment Updates –Continued
–Enhancements:• Key units receive notification of Candidate hire
– Parking– IT (For centralized units only)– Benefits– Accessibility– State of KS Service– Office of Research – Intellectual Property Disclosures
• Reporting– Weekly reports are generated to 5-digit ARSPs outlining candidates who have
accepted online offers– Daily reports are generated to 5-digit ARSPs notifying when onboarding has
been completed and the person has been keyed into HR/Pay• Forms
– All forms have been updated and streamlined for the hire– Digital Signature is now collected on all offer letters but students– PAF’s for all transactions are replaced with a SSC Activity within Onboarding
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Employment Updates –Continued
–Enhancements (continued):• Communications
– Employee receives timely, automated notifications of onboarding activities during the process and are only presented activities appropriate for his/her/their workflow.
» Log-in Instructions» Benefits & Accessibility Information» Onboarding Appointment Contacts» Onboarding Satisfaction Survey» Notification of active status within HR/Pay
• Onboarding Appointment– In-person appointment time should be decreased.
» I-9 Part 2 Verification» SSN Verification» KU Card Photo» Questions
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Employment Updates –Continued
–Enhancements (cont.):• Onboarding Website – Revised with help features and guidance through
the employee’s first year.
–Future Design Enhancements:• HR/Pay automation• Incorporate 3G’s into BrassRing• Expanding Social Media Opportunities through BrassRing for job
postings
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Employment Updates –Continued
–Diversity and Advertising
• HRM supports diversity in the workforce and encourages units to advertise in areas where we can attract top talent.
• To supplement your advertising efforts, your faculty and staff job openings are automatically posted to:
– America’s Job Exchange– Diverse– Getting Hired– KS Works– Indeed.com– Beyond.com– National Registry of Diverse & Strategic Faculty “The Registry” (For Faculty/Academic
Staff postings only)
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Employee Relations ResourcesEmployee Relations - Allen Humphrey, Holly Zane, & Katie McCauley
Training Videos
Navigating the FMLA: A Guide for KU Supervisors and Managers
Employee Disciplinary Process
Workstation Ergonomics
Coming Soon: Big Jay and Baby Jay teach safe lifting practices
Off Boarding
Off-Boarding Checklists for Employees and Supervisors
Exit Interview Questionnaire
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Performance Management System Update Employee Relations - Allen Humphrey, Holly Zane, & Katie McCauley
Phase I and II – Administration and Finance and Academic Departments• Training is available in the Learning Management System for new hires who have
not yet attended the Performance Management System Training• Demonstrations and Hands on Training• The Annual evaluation will be launched on or near October 15, 2016, and training
will be offered at that time specific to completing the annual evaluation form• Hands on Training and Guided Work SessionsPhase III – Research Departments, Student Affairs, and departments that report directly to the Chancellor• Communication to departments in Phase III will begin in August and will include
the opportunity for leadership to see a demonstration of the system• Training for employees in Phase III will begin in January of 2017• Instructor led training and online training
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Policy & Program Updates Ola Faucher
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• Federal Changes –• Fair Labor Standards Act (FLSA):• New minimum of $47,476.00 annually ($913.00 weekly) to be “overtime
exempt;” applies even to part-time employees; effective 11-20-16.• Over 300 “overtime exempt” positions on campus affected; faculty, GTAs,
GRAs not affected.• Post Docs salaries will be raised to new minimum; student services
positions (except managers) may be moved to “overtime eligible;” part-time “overtime exempts” under minimum may be moved to “overtime eligible.”
• Lists requesting designations from VPs/VCs/Deans.• Unit training for employees moved to “overtime eligible” & supervisors.• Notice to staff moved to “overtime eligible.”
Policy & Program Updates • KU Changes/Updates:• Policies & Programs in the Works:
• Volunteer/Intern Policy – includes definitions, registration process, requirement for background check for some; fall campus final review on volunteer policy; intern policy being developed.
• Tuition Assistance Policy – addresses fiscal restrictions; not pay for fees; eligibility changes.• Staff Assistance Program – limited funds available to KUL & KUMC staff for emergencies;
faculty/staff donations encouraged.• Performance, Disciplinary Policies – includes employment conditions, consolidation of
performance, disciplinary & appeal avenues where possible; will be reviewed by broader KU community
• Alternate Work Location Policy – guidelines for work in off-site locations.• Shared Service Center Funding Pilot Project – BPR & ESB (only for AAI) SSCs to update
funding online in HR/Pay
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HR/Pay Updates – Pam Burkhead
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• Annual Termination Process
• Working with Budget and Research to inactivate non-used funding
• Mobile for TL/AM is out
• Annual Process• Salary Letters• AY Faculty Load
Phone: HRM – 864-4946Email: [email protected]
Thank you for your attendance and service to KU.
Questions and Wrap-Up
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